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POS vs Sales Orders — When to Use Which

POS vs Sales Orders — When to Use Which

CloudFFL gives you two ways to sell products: the Point of Sale and Sales Orders. They both record a sale, but they are designed for different situations.

Use the POS When...

  • The customer is standing in front of you at the counter
  • They are paying right now — cash or card on the spot
  • The sale is simple and quick — pick an item, pay, done
  • You are ringing up walk-in customers

Examples: A customer buys a box of 9mm ammo and a cleaning kit. Someone picks up a holster and pays cash. A walk-in buys a Sig P365 and pays with their credit card.

Use a Sales Order When...

  • The customer is ordering by phone or email
  • The order involves layaway or a deposit
  • You need to ship or deliver the items
  • The deal is complex — multiple steps, special pricing, approval needed
  • You need to send a formal quotation before the customer commits

Examples: A police department orders 15 duty pistols with custom sights. A customer puts a rifle on layaway with a 50% deposit. A customer calls to order ammo for delivery.

Quick Reference

  • Customer in the shop, paying now? → Use POS
  • Phone/email order, ship later? → Use Sales Order
  • Layaway or deposit? → Use Sales Order
  • Walk-in, cash or card? → Use POS

Tip: When in doubt, ask yourself: "Is the customer here and paying right now?" If yes, use the POS. If no, use a Sales Order.

Important: Both methods update inventory automatically. Do not ring something up in the POS and also create a sales order for the same items — that would deduct stock twice.

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